1. Ensures
provision of efficient procurement and oversight of the support team focusing
on achievement of the following results :
• Compliance
with UNOPS rules and regulations in the field and support in the elaboration of the Programme
procurement strategies including procurement planning, sourcing strategy,
supplier selection and evaluation, quality management, customer relationship
management, e-procurement.
• General oversight and assisting in
development of contract strategy including tendering processes and evaluation,
managing the contract and contractor, legal implications.
• Oversight of procurement processes in
accordance with UNOPS rules and regulations.
• Development and implementation of a
procurement management system in relation to planning, awarding, administering
and monitoring of all matters related to procurement, in accordance with UNOPS
Procurement Manual.
• Supervision of the preparation of
tendering documents for international procurement requirements; the
establishment of shortlist of suitable contractors/suppliers, and the
preparation and issue of local tenders. Together with the requesting Programme
component, evaluation of bids or proposals received and recommendations for
contract awards.
• Efficient implementation of a vendor
database and use of the system to record the listing, updating, evaluation and
monitoring of performance of service providers and vendors.
• Provision of guidance on all
procurement matters.
2. Ensures efficient logistics and asset
management services, focusing on achievement of the following results :
• Development and implementation of a
comprehensive logistics system in accordance with UNOPS Logistical Procedures.
• Development and implementation of a
coherent logistical supply system in accordance with UNOPS Procurement Rules
and Regulations.
• Management of the movement of
personnel and equipment into and within the duty station.
• Oversight of logistical services in accordance
with UNOPS rules and regulations.
• Implementation of an asset management
and accounting system for all UNOPS managed equipment and properties in
accordance with UNOPS lease and asset management policy.
• Implementation of a repair and maintenance
system for all equipment including EDP equipment, communications equipment,
vehicles and generators, etc.
3. Ensures
effective and accurate financial resources management and assistance to the
Head of Support Services focusing on achievement of the following results:
• Assist in planning, expenditure
tracking and audit of financial resources, in accordance with UNOPS rules and
regulations.
• Monitoring of administrative budget
expenditures and advice to Head of Support Services on the budget status,
ensuring that funds allocated are not exceeded or that additional funds are
allocated when required; response to queries on financial and administrative
matters.
• Assist in development and
implementation of a finance management system in accordance with UNOPS
Financial Rules and Regulations.
• Monitoring and production of Cash
Flows on regular basis with regards to the ongoing projects and financial
agreements.
4. Ensures
forward-looking information and communication management focusing on
achievement of the following results:
• Use of OneUNOPS ERP system functionality for
improved business results and improved client services.
• Identification of opportunities and
ways of converting business processes into web-based systems to address the
issues of efficiency and full accountability.
• Identification and promotion of
different systems and application s for optimal content management, knowledge
sharing, information provision and learning including e-registry, web-based
office management system, etc.
5. Ensures
proper management of transport-related issues, focusing on achievement of the
following results:
• Review of security arrangements in
light of requirements and ensure the efficient implementation of all
recommended measures. Following the SOPs and effective implementation of the
vehicle fleet management system.
Impact of Results
1. Ensures
provision of efficient procurement and oversight of the support team focusing
on achievement of the following results:
• Compliance with UNOPS rules and
regulations proven during quarterly reviews and audits.
• Procurement plan drafted, reviewed and
amended at agreed intervals.
•
Quarterly procurement plans presented and approved by the last month of each
previous reporting quarter.
• Procurement lead times established and
followed on each procurement case.
• Procurement process map is developed
and adhered to on the routine basis.
• Procurement case files are updated
regularly and timely; stored and available for review by management and audits.
• Local and regional vendor database is
up to date and comprehensive.
• Queries on all procurement matters are
responded to within reasonable time.
2. Ensures
efficient logistics and asset management services. focusing on achievement of
the following results :
• Logistics process maps arc drafted,
reviewed and adopted for each process, including management of assets, movement
of goods/cargo and are in accordance with UNOPS Logistical Procedures.
• Logistical supply system is working
efficiently and without delays.
• Movement of personnel and equipment
into and within their duty stat ions is not delayed.
• Assets are received, recorded and
managed efficiently, including semi-annual inventory checks and reports,
ensuring all assets are properly accounted for and the each movement is
recorded.
• Reporting system on Programme assets
is in place and accurate including the asset management software and periodic
status reports produced for UNMAS and UNOPS headquarters.
3. Ensures
effective and accurate financial resources management and assistance to the
Head of Support Services focusing on achievement of the following results;
• Regularly contributes in the
expenditure tracking of financial resources, to assist in proper documentation
for auditing and other reporting purposes.
• Monitors administrative budget
expenditures, ensuring that funds allocated are not exceeded.
• Assists in development and
implementation of a finance management system in accordance with UNOPS
Financial Rules and Regulations.
•
Assists in monitoring and production of cash flows on regular basis with
regards to the ongoing projects and financial agreements.
4. Ensures
forward-looking information and communication management focusing on
achievement of the following results:
• Achieves proficiency in use of
OneUNOPS functionality in all his/her functions.
• Follows internal policies on web-based
systems (0 address the issues of efficiency and full accountability.
• Identifies different systems and
applications for optimal content management, knowledge sharing. Information
provision and learning including e-registry, cloud storage. Web-based office
management system. etc.
5. Ensures
proper management of transport-related issues. focusing on achievement of the
following results:
• Vehicle fleet management for Entebbe
office is adequate.
•
Regularly liaises with the Mission/Base transport officers and workshops to
ensure that all vehicles are properly maintained, ensured and SOPs up to date.